Executive - Operations

Role & responsibilities

To build and maintain long-term, trust-based relationships with key clients.

To maintain accurate records of all existing and potential clients.

To understand client requirements thoroughly and ensure proper documentation.

To create and maintain a structured and smooth onboarding experience for new clients/projects.

To communicate project timelines, deliverables, changes, and approvals clearly.

To ensure strict adherence to professional language and communication standards.

To ensure professional communication over WhatsApp, email, and calls.

To address and resolve client queries, issues, and complaints promptly.

To gather complete project details from clients and finalize timelines as per feasibility.

To coordinate rate approvals or new item additions with BM before ERP entry.

To brief Executives and design/printing teams about project scope, specifications, and guidelines.

To provide Executives correct line items for ERP quotation creation and ensure new items are approved before addition.

To prepare and share estimates as per approved rates and obtain written approval from the clients.

To ensure all ERP, approval, and documentation processes are followed without exception.

To monitor the daily progress of all ongoing jobs through Executives and ensure work runs as per the timeline and SOP.

To ensure printing, fabrication, production, and installation teams follow specifications and quality standards.

To identify delays, quality gaps, or process deviations early and correct them.

To escalate lack of support or operational bottlenecks to BM immediately.

To coordinate installation schedules, ensure correct material dispatch, and resolve on-site issues proactively.

To ensure accurate work progress updates are sent to clients in designated WhatsApp groups daily, and to audit the work done by AOM before sharing with clients.

To share POs with approved vendors and track progress as per timelines.

To oversee purchase approvals, ensure POs are correctly processed, track vendor deliveries, and audit the GRNs, vendor invoices, and documentation before AOM submits to Accounts.

To ensure all work delivered by vendors meets quality, specifications, and deadlines, and coordinate for return materials, additional printing, or corrections efficiently.

To maintain proper checks before final submission of work or invoices to clients.

To generate Sales Labels within 3 days of job completion and ensure accuracy before Accounts submission.

To ensure data security and confidentiality, and live by the HR Policy.